Regional Supply Chain ERP Specialist

Position Title : Regional Supply Chain ERP Specialist

Supervised by : Regional Supply Chain Manager for the WANALA Region

Reporting to : Regional Head of Support Services for the WANALA Region

Duty Station : Dakar, Senegal

Area of Operation : Region of West Africa, North Africa & Latin America (WANALA Region)

Employment Period : 12 months (until the 31st of December 2023)

Type of Contract (Expat/National/Trainee) : International Contract

Salary & Benefits : Non-Management Band G

Introduction

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Based in Copenhagen (Denmark) and present in forty countries, the Danish Refugee Council is a non-profit-making, politically independent, non-governmental and non-denominational relief organization.

Our vision is a dignified life for all displaced. All our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

1. Background

DRC has been operating in West Africa since 1998. The DRC West, North Africa and Latin America Regional Office (hereafter: WANALA RO) is based in Dakar, Senegal, and covers over twelve (12) countries outside of Senegal. Led by the Regional Executive Director for West, North Africa & Latin America Region (hereafter: WANALA Region), the DRC WANALA RO oversees, supports and provides strategic directions for DRC’s Country Offices within the Region, which currently includes: Algeria, Burkina Faso, Cameroon, the Central African Republic, Colombia, Libya, Mali, Mexico, the Niger, Nigeria, Peru, Senegal, Tunisia and Venezuela.

2. Purpose

The DRC WANALA RO is looking to recruit an experienced, highly-qualified and enthusiastic professional to support the implementation of the targets for the ERP System of DRC (hereafter: DRC Dynamics) in the WANALA Region, as a Dynamics project team member but also full member of the WANALA RO.

The Regional Supply Chain ERP Specialist will be based in Dakar but will have to travel extensively through the different countries covered by the Region, which means potentially in the twelve (12) countries mentioned above. Travels can represent, on average, around fifty per cent (50%) of the working time per month. The travels will be defined by the senior management, in full coordination with the HQ and with the agreement of the Regional Supply Chain ERP Specialist (the travels may be focus more on some countries than others).

This position is a senior one, requiring a strong previous experience in finance and an expertise in ERP system, especially the one used by DRC. This position also requires strong pedagogic skills in order to strengthen our Country Offices capacities. This position also requires a full professional proficiency (written and spoken) in French language, including the ability to provide trainings in French and to potentially explain complex supply chain and logistics concepts in French.

3. Duties and Responsibilities

Under the authority of the Regional Head of Support Services and being supervised daily by the Regional Supply Chain Manager (as the line manager), and also with the technical management of the Dynamics Team at the HQ level, the Regional Supply Chain ERP Specialist represents a strategic investment by DRC to reinforce the Country Offices capacities. Indeed, this position aims at supporting the Country Offices abilities in order to meet DRC’s requirements for the full implementation of the DRC Dynamics in 2023.

This means that the Regional Supply Chain ERP Specialist will have to support the implementation of the targets set by Governance Board by acting as a DYN project team member and specific resource to support the implementation of “P2P” (Procure to Provide) functionality primarily in the WANALA Region. Specific objectives and tasks will be in line with those identified for the “P2P” target by the HQ Dynamics Governance Board, with the overall workplan agreed between the HQ DYN team and the WANALA Regional Senior Management Team, and day to day tasking and implementation overseen by the Regional Supply Chain Manager and the Regional Head of Support Services.

The main responsibilities and tasks of the Regional Supply Chain ERP Specialist are the following:

• Support for the use of the ERP System (DRC Dynamics):

  • To ensure data gathering and data inputting for the analysis phase, and then to contribute to solution design based on available experience and knowledge of field reality;
  • To apply reports and data analytics from DRC Dynamics to improve overall performance;
  • To proof-check the validity of the targeted solutions, which means assessing how realistic is to have the aimed solution implemented in the field, what is required as preparation, implementation and operation for the aimed solution and feeding that information into the project team / working group;
  • To act as solution tester (in full coordination with the Dynamics Team at the HQ level);
  • To develop and/or update, per country, the strategy and implementation roll-out plans of DRC Dynamics and continually refine/update to meet evolving needs and priorities, in full coordination with the Dynamics Team at the HQ level. This means assessing the capacities of the operations for roll-out but also contributing directly to the establishment of the work plan, the priorities, the timelines, the targets and the performance measurements;
  • To build capacities in the operations for roll-out by supporting (technically but also directly) the staff members of the Supply Chain teams in the Country Offices;
  • To work closely with the Regional Senior Management Team to ensure that updated relevant information about the implementation status of the DRC Dynamics rollout plan are frequently well-shared and also fully understood;
  • To provide regular updates to Country Directors, the Senior Management Team (and the Dynamics Team at the HQ level) on status of DRC Dynamics implementation (in a timely manner but also in a user-friendly way);
  • To identify and report formally challenges or areas that require decision on DRC Dynamics implementation with the Regional Senior Management Team (especially the Regional Head of Support Services and the Regional Operations Directors), and in full coordination with the Dynamics Team at the HQ level;
  • To work efficiently and in good collaboration with the others ERP Specialist(s) and with the others Support Services at the WANALA RO, especially in terms of information-sharing;
  • To maintain an efficient, dynamic, transparent and fluent communication with the technical line management at the HQ (i.e. the Dynamics Team at the HQ level);
  • To visit regularly the countries covered by the WANALA RO and to provide technical guidance to the Supply Chain Managers and Supply Chain Coordinators in the concerned countries;
  • To become a key liaison point between Dynamics Governance Board and Senior Management Teams (SMT) colleagues from the Regional and Country Offices represented – contributing to smooth two way communication between SMTs members and HQ Dynamics Team regarding initiatives undertaken by the DRC Dynamics Governance Board and progress on implementation, including swift identification of issues for resolution in pursuit of those objectives;
  • To act as ambassador of DRC Dynamics change throughout the represented region, to support the change management effort required to successfully continue the roll-out of DRC Dynamics;
  • To ensure that the risks related to DRC Dynamics are mainstreamed into all other risk management activities as defined by the DRC Risk Management Framework.

• Supply Chain Management:

• To reinforce existing procedures and systems for supply chain management and control in compliance with guidelines of DRC’s Operations Handbook, internal guidelines and donor requirements;

• To contribute, if requested, to the development of procurement plans in DRC Dynamics with regards to budgeting in cooperation with managers.

• Capacity-Building:

  • To train and/or offer refresh sessions to the staff at the WANALA RO about the DRC procedures and the use of DRC Dynamics;
  • To developing support materials (training materials, e-learning courses, user manuals, etc.);
  • To advise on and promote understanding and application of DRC policies, procedures and principles related to DRC Dynamics.

All the tasks mentioned above will be primarily done from DRC WANALA Regional Office but travels within the Region (in the countries of intervention) can represent a significant amount of time, potentially equivalent on average to fifty per cent (50%) of the working time per month. In addition to the above, the Regional Supply Chain ERP Specialist may be asked to carry out other duties requested by the Regional Supply Chain Manager or the Regional Head of Support Services.

4. Required Qualifications

• Minimum three (3) years of senior experience in operations management roles with at least one (1) year of experience in a similar role in an international NGO;
• Diploma degree/University degree (Master) in International Development, Economics, IT, Supply Chain, Logistics, Political Science, Public Affairs, Business Administration or Management, or another relevant field is required;
• Proven leadership skills and a competence in people management;
• Proven operational management experience and capability;
• Significant experience of grant management and understanding of institutional fund-raising;
• Proven significant financial management experience;
• Excellent communication, interpersonal and influencing skills with a well-developed ability to motivate and persuade at high levels;
• Full professional fluency in French language (50% of the professional communication in this position will be done in French, including almost all the communication within the WARO);
• Full proficiency (written and spoken) of the English language;
• Previous experience with the Danish Refugee Council is an asset;
• Previous experience in the implementation of an ERP System is a strong asset;
• Working knowledge of Spanish and/or Arabic (North African) and/or other languages native of the WANALA region is an asset but not a requirement;
• Significant understanding of the different contexts of the WANALA Region;
• Excellent Computer Skills (MS Office, Internet) and an advanced proficiency in Excel are required.

5. Required Skills & Qualities

• Core Competencies of DRC:
  • Striving for excellence
  • Collaboration
  • Taking the lead
  • Communication
  • Demonstrating Integrity
• Ability to work in a multinational and multicultural environment
• Proactivity, with a sound commitment to teamwork and with a spirit of genuine collaboration
• Excellent communication skills, as well as patience and politeness, are required
• Multi-tasking and Organizational skills is a must
• Adaptable and Flexible
• Proven analytical and critical thinking skills
• Exemplary sense of ethics in the workplace
• Team-oriented & good sense of humor

6. General Regulations

• The employee shall follow DRC instructions on safety, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework. The employee is expected to know the Code of Conduct and cannot pretend not to be aware of any of the Code of Conduct requirement and disposition.
• The employee should not engage in any other paid activity during the DRC contract period without prior authorization.
• The employee should not engage in any activity that could harm DRC or the implementation of any project during the DRC contract period.
• The employee should not give interviews to the media or publish project-related photos or other material without prior authorization.
• The employee shall return all borrowed equipment for the project to DRC after the end of the contract period or upon request.